A Guide to School WASH Facilities

Management, Operation and

Maintenance
A Companion to the WASH in Schools Design and
Construction Manual

Federal Democratic Republic of Ethiopia, Ministry of Education (MoE)

Addis Ababa, Ethiopia
November, 2019
Acronyms
CES Compulsory Ethiopian Standard
ESA Ethiopian Standards Agency
GTP II Growth and Transformation Plan II
HEW Health extension worker
JMP Joint monitoring program
MHH Menstrual Health and Hygiene
MHM Menstrual Hygiene Management
MoE Ministry of Education
MoH Ministry of Health
MoWIE Ministry of Water, Irrigation and Electricity
NGO Non-Governmental Organization
O&M Operation and Maintenance
PTSA Parent, Teachers and Students Association
PV Photo Voltaic
PVC Polyvinyl Chloride
SDG Sustainable Development Goal
SME Small-medium enterprise
TVET Technical and Vocational Education and Training
UN United Nations
UNICEF United Nations Children Fund
VIP Ventilated Improved Pit
WASH Water, Sanitation and Hygiene
WHO World Health Organization

I
Acknowledgement
The Federal Ministry of Education (MoE) is delighted with the publication of the school
WASH Management operation and maintenance manual of its first kind a companion to the
design and Construction Manual. Our deepest thanks go to all those who have, directly or
indirectly, contributed to its development.
The Ministry of Education also extend its appreciation to the UNICEF Ethiopia country
office for their generous financial and technical support, starting from the term of reference
development up to finalization of the manual. Special thanks go to Mr. Yasabu Birkneh,
School Improvement Program and Support Director General, Mr. Yohanese Wogasso,
School Improvement Program Director Directorate from MoE, Mr. Kitka Goyol UNICEF
chief of WASH Dr. Jane Bevan, UNICEF Rural WASH Manager and Mrs. Netsanet Kassa,
UNICEF WASH Officer, for their continuous follow-up and guidance.
Furthermore, The Federal Ministry of Education (MoE) greatly acknowledges, Mr. Alemu
Chekole, Mrs. Lewam Abebe and Mr.Teklit Berhane (WASH Consultants) for their
leadership and technical skills and unreserved contribution from the inception to realization
of the manual.
The MoE would also like to express sincere gratitude to Mrs. Netsanet Kassa, UNICEF
WASH Officer for her rich technical skills, tireless commitment and efforts in making this
Manual appropriate for School WASH operation, Maintenance and management activities.
In addition to all those who provided technical feedback in the improvement of this manual,
we would like to acknowledge contributions of Mr. Hayleyessus Tefera (One WASH
National Coordination Office), Mr. Sileshi Taye (Ministry of Health), Ms. Bethlehem
Mengistu (Water Aid Ethiopia country Director) Mr. Henock Wolday (Splash International
Ethiopia), Mr. Mesfin Habtemariam (PSI Ethiopia), Mr. Arto Suominen (COWASH) and
Ms. Sophie Gulliver (UNICEF).
We would also like to acknowledge the contributions made by all Regional Education Bureaus
WASH Specialists, for their technical input, and advices, as well as for all stakeholders who
participated in the Regional and Federal consultative workshops. In addition, we would like
to express our gratitude to the children, teachers and parents who shared their time and ideas
for the development of this manual.
Last but not least, special thanks go to the firm Getachew Alem and Associates Consultancy
for his invaluable contribution from the inception up to the realization of this document.

II
Table of Contents
Acronyms I
Acknowledgement II
1. Introduction 1
2. Objectives 2
3. Scope 2
4. Management of Water supply and sanitation in schools 3
4.1 Management of Water supply systems 4
4.1.1 Hand pumps 5
4.1.1.1Checklist for hand pump operation and maintenance 5
4.1.2 Solar Pump Water Supply Systems 7
4.1.2.1 Operation &Maintenances Procedures for Solar Energy Systems 7
4.1.2.2 Checklist for solar pump operation and maintenance 8
4.1.3 Spring water supply systems 9
4.1.3.1 Checklist for spring water supply operation and maintenance 10
4.1.4 Borehole with diesel/electric pump 11
4.1.4.1 Checklist for borehole and generator operation and maintenance 13
4.1.5 Rain/Roof Water Harvesting System Management 14
4.1.5.1 Checklist for rain/roof harvesting operation and maintenance 15
4.1.6 Water Quality Management 15
4.1.6.1 Checklist for water quality test 16
4.1.6.2 Operation and maintenance requirements for chlorination 17
4.2 Management of Hygiene and Sanitation Facilities 18
4.1.7 Water Conservation 18
4.2.1 Management of Composting VIP Latrine 19
4.2.1.1 Emptying the compost 20
4.2.2 Management of Flush Toilets 20
4.2.3 Management of ventilated improved pit (VIP) latrines 21
4.2.3.1 Checklist for latrine operation and maintenance 23
4.2.4 Handwashing Facilities 25
4.2.4.1 Checklist for handwashing facilities operation and maintenance 26
4.2.5 Menstrual Hygiene Management (MHM) Facilities 28

III
4.2.5.1 Checklist for MHM facilities operation and maintenance 30
4.2.6 Management of Solid Waste 31
4.2.7 Management of Incinerators 32
4.2.7.1 Checklist for incinerator operation and maintenance 33
4.2.8 Management of Wastewater 34
4.2.9 Management of Chemical Wastes from school laboratories 35
4.3 Personal protective equipment and tools needed for cleaners and technicians 35
5. Role and Responsibilities of Stakeholders in Management of School WASH 37
Facilities
6. Monitoring of WASH Facilities 41
6.1 Why monitor WASH in schools? 41
6.1.1 Essential steps in monitoring 42
6.1.2 Monitoring guide for school WASH facilities 42
6.1.2.1 Monitoring check list for school WASH facilities 43
7 Bibliography and References 49

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 A Guide to School WASH Facilities Management, Operation and Maintenance

1. Introduction
Keeping school water, sanitation and hygiene (WASH) facilities operational, with few
breakdowns and downtime, and with proper, hygienic use, remains a huge challenge in
Ethiopia. There are several factors that have created this situation. The number of schools
in Ethiopia has increased exponentially in recent years in accordance with the 2018 annual
education statistics abstract, currently, there are 44,730 schools, which is a 23.9% increase
over the last five years (36,095 schools during 2013). Similar trend has been observed for
pre-primary, primary and secondary schools. Primary schools grew from 30,495 during 2013
to 36,466 in 2018 (a 19.6% increase over the last five years), whereas secondary schools
grew from 1912 in 2013 to 3,597 in 2018 (an 88% increase over the last five years) and also
pre-primary schools grew from 3,688 in 2013 to 4,667 in 2018.

This growth in the number of schools has resulted in higher enrollments of school children,
which has put huge pressure on existing school WASH facilities that are already in poor
repair. Investment in school WASH infrastructure has not kept pace with the growth in schools
and school enrollments. In addition, the failure to give due consideration to the operation
and maintenance of WASH facilities during planning, design and implementation of these
facilities has resulted in a high level of non-functionality. The non-functionality rate of water
supply facilities in schools was 19% in 2017 (School WASH mapping analysis report, MoE,
2017) which is much higher than the target of 7% in the Growth and Transformation Plan II
(GTP II).

Recognizing the significance of school WASH facilities on the quality of education, the
government has given emphasis to school WASH facilities in Education Sector Development
Program-V (ESDP-V). The provision of adequate, reliable, affordable, inclusive and safe
water and sanitation services is, therefore, key to effective teaching and learning processes
and creating a healthy school environment. The government and development partners have
launched massive investments in the school WASH sector in the country, and the Ministry of
Education (MoE) has been coordinating these efforts to expand the school WASH program.
The development of the design and Construction Manual is one of the achievements of these
efforts. This manual is already in use, setting minimum standards for the construction of
WASH facilities under different geographic and environmental conditions.

However, building WASH infrastructure alone does not guarantee the delivery of the desired
level of services and make the services sustainable. A minimum set of management standards
and practices for the WASH infrastructures (facilities) needs to be established to ensure
sustainable services. Therefore, this manual contains step by step guides for managers of
school WASH facilities to enable them to complete essential tasks related to the day to day
operation and maintenance of WASH facilities in schools in Ethiopia.

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 A Guide to School WASH Facilities Management, Operation and Maintenance

2. Objectives
The main objective of this guide is to ensure sustainable WASH service delivery that will
create a healthy school environment that supports the teaching and learning process.

Specific Objectives

i. Provide a step by step guide for caretakers and users responsible for the management
of school WASH facilities

ii. Suggest the time and the level of skills required for the operation, maintenance and
overall management of school WASH facilities to ensure uninterrupted services.

iii. Identify and list the day-to-day operation and maintenance activities needed for
the different school WASH facilities, including monitoring activities and budget
allocation/ resource mobilization.

3. Scope
This school WASH facilities management manual outlines the operation and maintenance
(O&M) services required for school WASH facilities, and the process of planning,
implementing, financing and monitoring these services. This manual aligns with the
services described in the School WASH design and Construction manual. The WASH
Facilities Management Manual targets school communities and other WASH stakeholders
at the woreda and regional level. It outlines their roles and responsibilities in operating and
maintaining WASH facilities as well as the major activities and specific requirements of
these stakeholders

This manual is also intended to support the ongoing efforts of the government to achieve the
targets of SDG 6 to ensure availability and sustainable management of water and sanitation
for all by 2030, and the GTP II targets to achieve a quality education program as set by the
Federal Government of Ethiopia. At the national level, a design and construction manual
has already been prepared for school water supply, sanitation and hygiene facilities. These
design standards are important to guide the implementation of school WASH facilities.

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 A Guide to School WASH Facilities Management, Operation and Maintenance

However, a guide for the proper management of the constructed facilities has been missing.
This manual is introduced to fill this gap. This manual is designed to assist school principals
and administrators, teachers, caretakers and other stakeholders to plan, budget for, and
undertake, preventative and curative maintenance of school WASH facilities, and monitor
the operation of these facilities.

4. Management of Water supply and sanitation in schools

As UNICEF’s 2012 WASH in Schools Guide explains, the cleanliness of the school
environment can significantly affect the health and well-being of children. Waterborne and
sanitation related diseases spread quickly in cramped spaces with limited ventilation, where
hand-washing facilities or soap are not available, and where toilets are in disrepair. Too
often, schools are places where children become ill. Safe water supply and sanitation are
critical to reduce the spread of disease and improve student health.

According to the World Health Organization standard, each student requires five liters of
water per day for drinking, hand washing and other hygiene requirements. Water supply
projects for schools must meet these water requirements. The MoE recently set minimum
standards and identified the resources needed for school WASH in its School WASH Strategy
and Implementation Guidelines (please access the documents online at;
https://www.cmpethiopia.org/content/download/2675/11157/file/Final%20National%20
School%20WASH%20)

The provision of safe water in adequate quantities and acceptable sanitary and hygienic
facilities is important to improve the health of school children and prevention of diseases
that prevail in most schools. There is a vital linkage and intimate relationship between health
and personal hygiene which depends largely on the availability of sufficient water and proper
sanitary services.

Sanitation is the provision of facilities and services for the safe disposal of waste.
Sanitation systems encompass the following components:

i. Human feces disposal systems (latrine blocks),

ii. Wastewater disposal systems,
iii. Solid waste (rubbish) disposal systems

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 A Guide to School WASH Facilities Management, Operation and Maintenance

Fig 1 F-Diagram posted on the wall of Lakole primary

school SNNPR, @ Meklit Mersha Oct. 2019

4.1 Management of Water supply systems

Schools receive water from their own on-site water supply, nearby community or municipal
water supply schemes. This section of the guide will explain the operation and maintenance
requirements of common school water supply systems including hand pumps, solar pumps,
spring supply systems, boreholes, rainwater/roof harvesting, and water quality testing and
management.

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 A Guide to School WASH Facilities Management, Operation and Maintenance

4.1.1 Hand pumps

Handpumps are the most widely used water

supply technology in Ethiopian schools. They
are adapted to specific areas where there is a
shallow water table within 80 meters depth.
The operation of a handpump is simple,
operated by moving the pump handle up and
down which in turn moves the internal rod
and pistons up and down. When the pump
handle moves down, the rod pulls the piston
up. The piston/upper valve closes because of
the weight of the water above the piston. A
vacuum is created below this piston which
draws the water up. The lower valve also
opens because of the reduced pressure below
the moving piston. Water will now flow.
When the handle is raised, the rod and piston
will move downwards. The lower valve closes
to prevent backflow of water. The pressure of Figure 2: Hand-dug well with hand pump
water below the piston opens the upper valve (Source-Life water International, Fred
allowing water to pass through the piston. Proby)

4.1.1.1Checklist for hand pump operation and maintenance

Activity Person responsible

Daily
♦ Move the pump up and down to check the normal operation Trained school teachers
of the pump. A cracking noise while the pump is under and WASH club
operation is a sign of trouble. members
♦ Dismantle the pump and check the different parts for damage For dismantling the
and take timely corrective measures. pump, water technician
is responsible.
♦ Check the water discharge is adequate. If more than 5 strokes
are required before water comes out from the spout, it
means the pump is leaking beyond an acceptable limit. The
discharge should be no less than 10L / minute.
♦ Tighten the cover bolt and check all nuts and bolts are
secured.Sweep/clean the platform and the surroundings and
keep the water supply system clean
♦ Ensure the water scheme is open and not locked during the
school day
♦ Secure hand pump during off school times

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 A Guide to School WASH Facilities Management, Operation and Maintenance

Weekly
♦ Check the pump handle, nuts and bolts for any loose parts School teachers
and trained WASH
♦ Grease the chains for hand pumps
club members for
♦ Check the pump head and pump foundation for alignment monitoring and minor
♦ Inspect the pump platform for any cracks
maintenance.

♦ Check the pump head for any cracks, damage or loss of parts
Pump technician for
filling cracks, fixing
♦ Check if the pump stand is shaky during operation. If yes, the alignment and fixing
stand is loose in the foundation and contamination of the well the pump stand.
can take place.
Monthly
♦ Check for any leakage at the head of the pump, in the rising School teachers
main and at valve of the pump set, at the bottom of the well. and trained WASH
club members for
♦ Grease the bolt and nuts after they are loosened and removed
monitoring and minor
♦ Check the chain as it often breaks due to load from frequent maintenance.
use Pump technician for
chain replacement.
Yearly
♦ Plan for spare parts based on data of the fast-moving parts School administration
and allocate budget and procure spare parts (see figure in next
page and refer to budget section)

Spare parts for handpumps

Fig 3. Afridev
Pumps tools and
spares (Source-www.
mewhandpump.com)

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 A Guide to School WASH Facilities Management, Operation and Maintenance

4.1.2 Solar Pump Water Supply Systems

There is little that can go wrong with a solar system if it is installed correctly. The submersible
pump in combination with controller unit has several safety features that protect it in event
of a problem occurring.

1. PS2 Controller
2. Submersible Pump
3. Flow Sleeve
4. Well Probe
5. Cable Splice Kit
6. Grounding Rod
7. Surge Protector*
8. Safety Rope
9. Water Meter
10. Pressure Sensor
11. Float Switch
12. Sun Switch
13. PV Disconnect
14. Lightning Surge
Protector
15. PV Generator

Fig 4. Solar energy system It is recommended to

with groundwater (Source- install a Surge
LORENTZ Solar pump Protector at each
systems) controller sensor
input.

4.1.2.1 Operation &Maintenances Procedures for Solar Energy

Systems

A. Panel:

♦♦ Orientation of the solar panel should be in the direction on that captures the
most sun.
♦♦ Make sure panels are at the right angle based on the specification attached
both for cleaning purpose and maximum radiation.

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 A Guide to School WASH Facilities Management, Operation and Maintenance

♦♦ It should be fenced and guarded so that the panels will not be looted
♦♦ The panels should be kept in an elevated steel tower for safety
♦♦ Solar panels should always be free of dirt and obstructions

B. Motors:

♦♦ some motors needs brushes to be replaced. This is usually a simple operation

with brushes replaced after two years of operation.

C. Inverter AC/ Automatic/ Regulator DC:

♦♦ Install away from sunshine. This motor is affected by heat of more than 20-25
degrees. If the temperature is above this then switch it off

♦♦ Keep away from water. It is an enclosed system and should not be tampered
with.

D. Wires:

♦♦ Should be placed in conduit and buried underground in case of replacement

use right wires (ultra violet ray resistance)
E. Pulley& Belts:
♦♦ Check tension and replace when damaged on exposed terminals (on panels,
invertors)

4.1.2.2 Checklist for solar pump operation and maintenance

Activity Person responsible

Daily
♦ Clean the panels with soft and wet cloth followed by dry Trained school
cloth teachers and WASH
club members, School
♦ Protect the panel from looters by training the guards
guards.
Weekly
♦ Check electric cables Trained technicians
at woreda and school
♦ Check the pipes for leaks
level

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 A Guide to School WASH Facilities Management, Operation and Maintenance

Monthly
Record keeping School teachers
and trained WASH
♦ Check electric cables
club members for
♦ Check control board monitoring and minor
♦ Check the water pipeline to the storage tank
maintenance.

♦ Check for any damage and leak along the distribution line
Trained technician
for any curative
♦ Observe for any trouble with the submersible pump by maintenance.
observing the flow rate. Should be no less than 10L/minute.
Yearly
♦ Plan for spare parts based on previous change requirement School Administration
records. Allocate budget accordingly and procure spare
parts.
Mechanical and
♦ Check the submersible pump
electrical Engineers
♦ Check motor brushes for replacement trained in Solar
♦ Check pulley tension and replace when damaged Power from Region
water bureau

4.1.3 Spring water supply systems

Springs are ground water resources that occur where the natural flow forces the groundwater
to appear at the surface on a sloping ground or at valley bottoms. Springs in Ethiopia are
located in large numbers in high rainfall areas, along the slopes and valley bottoms of
mountainous areas and escarpment or edges of plateaus that have adequate rainfall input and
vegetative land cover. Springs are hardly found in dry lowland areas. The spring water is
obtained from a water bearing formation called an aquifer. Spring water is usually fed from
ground water formations aquifers or water flowing through fissured rock. The catchment
area has to be conserved and protected for a sustainable water supply and reliable yield.
Spring water is generally safe water and inexpensive in its development..

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 A Guide to School WASH Facilities Management, Operation and Maintenance

Fig 5. Schematic section of spring eye development with spring box. Source: MWRI,2009.
A manual for field staff and practitioners. April 2009

The main structural components of the spring water system include: (i) A protective structure
at the source or where it appears at the ground surface (eye of the spring), (ii) A collection
chamber (storage) which is used for collecting night storage and it is located downstream of
the protective structure. If the catchment of the spring is conserved and protected, springs
are reliable water sources that can supply water in adequate quantity and quality. Spring
water sources are rarely located within the premise of a school, and so are often owned and
managed by the community. If there are proper agreements and memorandum signed with
the community, schools can have access from these sources through pipeline connection.

4.1.3.1 Checklist for spring water supply operation and

maintenance

Activity Person responsible

Daily
♦ Check all taps for leaks and repair Trained school teachers and WASH club
members.
♦ Clean the site and the basin. Drain if
there is a pool of water.
Weekly
♦ Check the apron. Apron should be free Trained technicians at woreda and school
of any pooled/drainage water. level

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 A Guide to School WASH Facilities Management, Operation and Maintenance

Monthly
♦ Check the yield of the flow and keep School teachers and trained WASH
record club members for monitoring and minor
maintenance.
♦ Observe for any damage
Trained technician for any curative
maintenance.
Yearly
♦ Check for any leakage surrounding the Trained teachers and school club members
eye protection box can clean the water storage box.
♦ Open the service hole cover and Woreda technician for plumbing
disinfect the chamber quarterly.

4.1.4 Borehole with diesel/electric pump

The term borehole or tube well is often used for bored or drilled wells. The range of depths
to the water level determines whether the borehole is shallow or deep.

Submersible pump:

♦♦ The pump is kept below the water table all the time and should be equipped with water
level sensor to avoid damage of the pump
♦♦ Electrical connections should be inspected and repaired regularly

♦♦ The pump should not be tampered with in any way and installed and maintained by a
skilled electrician
♦♦ The most common damage is caused by an unskilled person

Water supply distribution pipelines

♦♦ Inspect the water distribution pipeline regularly for damage or leaks.

♦♦ Check service holes where meters and gate valves are located and keep locked
♦♦ Inspect for any corrosion and damage along the pipelines if a galvanized pipe is used
♦♦ Important areas of inspection are road and trench crossings

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 A Guide to School WASH Facilities Management, Operation and Maintenance

Function of water supply distribution pipe line elements

S.N Function of water supply Function

distribution pipe line elements
1 Pipe line (Galvanized iron, DCI Pressurized Tubes near customers to supply
or PVC or HDPE) customers by connection
Gate valve Valves in the distribution system to isolate
pipes for controlling flows and isolation
2 during repair.
3 Flush valves Valves in the distribution system to flush
pipes after repair or as required located at
4 Air release valve To release air in the distribution system not to
block flows or offends customers.
5 Hydrants Provide water for fire protection
6 Private connections Water supply connection points for customers
7 Water meter Registers consumption or distribution
8 Valve chambers Protection house for valves & easy access
9 Public taps Supply at point for number of people

Water Tap

♦♦ Clean the basin regularly

♦♦ Check for any water leakage from the tap when it is not in use

♦♦ If there is a leak, take out the rubber washer and replace it with a new one

♦♦ Repair and maintain the support structure when damaged

Organization and Management

For effective management of a water supply service in schools, a responsible body or office
must be delegated, and this office oversees different aspects of the operation and maintenance.

♦♦ Quality of the repair and maintenance services needs to be closely followed.

♦♦ Closer follow-up for unusual sound and vibration in water distribution systems

♦♦ Sharing information about correct use and maintenance with the users of the facility

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 A Guide to School WASH Facilities Management, Operation and Maintenance

4.1.4.1 Checklist for borehole and generator operation and maintenance

Activity Person
Daily
♦ Record hours of operation each day and sign the record Trained
♦ The operator must perform a prestart inspection to ensure the engine technicians at
is ready for operation. woreda level
♦ Check oil level and pump before start of the engine
♦ Check water in the radiator
♦ The operator must also be alert for any leakage of these fluids, oil
and water. Fix leaking and damaged water taps as soon as possible.
These can deplete the water from the storage wastefully
♦ Clean the engine and pump
♦ Clean the pump house every day
Weekly
♦ Check oil level Trained
♦ Inspect the air cleaners technicians at
woreda level
♦ Check for leaks
♦ Check water in the radiator and add cooling water as necessary
♦ Inspect water taps that are leaking or damaged
Monthly
♦ Grease the shaft as needed Trained
♦ Inspect all electrical wiring, insulation, and security of connections technicians at
woreda level
♦ Check for any leakage at the pump and shaft areas
♦ Inspect joints and fittings of the distribution pipe line for cracks,
leaks or rust
♦ Inspect pipelines and flush valves for any damage or leakages
♦ Record readings of water meter and pressure gauge on prepared form
and notice if readings are unusual or faulty
♦ Check the yield of the flow and keep record

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 A Guide to School WASH Facilities Management, Operation and Maintenance

Yearly
♦ Protect the engine by providing housing Trained
♦ Test the water quality in the water storage reservoir and disinfect the technicians at
water with chlorine woreda level
♦ Inspect the eater distribution pipeline from the pump site up to
service reservoir through opening service holes and check valves
♦ Inspect and clean valve chamber of debris.
♦ Open valve and flush after repair or inspect if valve is operational by
closing and opening
♦ Purchase oil, diesel fuel, and other parts requiring frequent
replacement in advance and keep in ware house

4.1.5 Rain/Roof Water Harvesting System Management

Rooftop catchment systems gather rainwater caught on the roof of a school. Using gutters
and downpipes (made of local wood, bamboo, galvanized iron or PVC), they catch rain
water and divert it to one or more storage containers ranging from simple pots to large tanks.
If properly designed, a foul flush device or detachable downpipe is fitted for exclusion of
the first 20 liters of runoff during a rain storm. This runoff is mostly contaminated with dust,
leaves, insects and bird droppings.

Organization and Management

For effective management of a water supply service in schools, a responsible body or

office must be delegated, and this office oversees different aspects of the operation and
maintenance.

♦♦ Quality of the repair and maintenance services needs to be closely followed.

♦♦ Closer follow-up for unusual sound and vibration in water distribution systems

♦♦ Sharing information about correct use and maintenance with the users of the facility

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 A Guide to School WASH Facilities Management, Operation and Maintenance

4.1.5.1 Checklist for rain/roof harvesting operation and maintenance

Activityw Person responsible

Daily
♦ Teachers, caretakers or guards have to divert away the first 20 ♦ Trained school
liters at the start of every rainstorm running into the gutter teachers and WASH
club members.
♦ Check the tap for leak and malfunctions
♦ If using a bucket to draw water, ensure the water drawing
materials are clean.
♦ Restrict access to the storage and taps by unauthorized people
Weekly
♦ Check the gutters for any damage ♦ Trained school
teachers and WASH
♦ Check for leaks and repair.
club members.
Monthly
♦ Check the gutter and fix if there is damage ♦ Trained water and
health technician sat
♦ Inspect the storage facility for any leakage
Woreda level.
♦ Check the water quality by taking water samples before use
for drinking purposes
Yearly
♦ Before the start of the rainy season, the complete system has ♦ School
to be checked for cracks, holes and broken parts should be administration,
repaired as necessary trained teachers
and WASH club
♦ Regular water quality testing and disinfection quarterly.
members.
♦ Prepare O&M plan and allocate budget.

4.1.6 Water Quality Management

To maintain water quality, it is pertinent to conduct sanitary survey, water quality test
(microbiological, chemical and physical) and on-site water treatment or disinfection. Schools
need to put in place a system to continuously test, regularly disinfect and monitor water
quality, and take remedial action. This can be done in collaboration with health offices and
Woreda Water Offices, water utilities or water and sewerage enterprises (SWASH, MoE,
2017).

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 A Guide to School WASH Facilities Management, Operation and Maintenance

The most common chemical disinfectant for water treatment, and the one that has historically
made the greatest contribution to the prevention of waterborne disease worldwide, is
chlorine.

Chlorine for water treatment is generally obtained and used as either liquefied chlorine gas
or as sodium hypochlorite solution.There are also institutional water filtration systems that
can be installed in situations where there is a serious threat of pollution to treat different
pathogenic micro-organisms.

Water Quality Tests

Water quality tests should comprise the below test parameters fulfilling compulsory
Ethiopian (CES 58) and other international standards:

♦♦ Physical tests: indicates properties detectable by the senses.

♦♦ Chemical tests: determines the amounts of mineral and organic substances that affect
water quality. This test also includes the presence of radioactive substances above
thepermissible level.
♦♦ Microbiological tests: determines the presence of bacteria, algae, zoo planktons,
flagellates, parasites and toxin producing organisms above the standard limit.

4.1.6.1 Checklist for water quality test

No. Type of water Schedule for Test Remark

quality test
1 Physical test ♦ Twice a year, once during ♦ Additional disinfection
summer and the other during required if the source is
winter from surface water or
if the source is exposed
♦ When study for new water
to contamination due to
supply system is required
flood
♦ When required - eg if source is
exposed to contamination
2 Chemical ♦ Twice a year ♦ Additional disinfection
(including may be required if
♦ When a study for new water
radioactive the source is from a
supply system is required or
substances) test dam, or if there is fear
if there is industrial waste
of contamination by
contamination hazard around
industries nearby
the supply area
3 Microbiological ♦ Quarterly and when required ♦ All water points should
test be tested

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 A Guide to School WASH Facilities Management, Operation and Maintenance

4.1.6.2 Operation and maintenance requirements for chlorination

Task Description Frequency Tools/material Personnel

required
Prepare chlorine Quarterly Chlorine and dosing Local
solution equipment, weigh, containers operator/
technician
Conduct periodic tests Monthly Comparator* Local
of residuals in the operator/
distribution system technician
Inspect equipment in Annually Pen and paper Operator/
the chemical store technician
Clean dosing gravity Bi- Cleaning materials (brush, Local
feeder annually steering material, glove, operator/
heavy duty glove, goggle, technician
gown, rubber boots, mask,
detergent
Inspect and overhaul Annually New containers Operator/
dosing equipment technician
Inspect laboratory and Annually Pen and paper Technician
equipment

Calculation for Amount of Chlorine Powder

Chlorine for disinfection is available in various forms combined with other materials,
normally either in the form of gas or powder. The most commonly used is the powder form.
The formula used to determine the amount of chlorine powder is:

CT=(COx Cl 2)/V
CT is the required chlorine water solution in mg/liters which needs to be calculated
CO is the percentage of chlorine available in the powder - commonly between 35 - 65% Cl2
is the amount of chlorine powder in grams
V is the volume of water to be treated in m3, commonly the volume of water in the tank to
be treated.

* A comparator* is a compact, handy colorimetric unit supplied with a generous number

of different color scales. It is supplied with necessary color discs, reagents etc. for
determining Free, Total and Combined Chlorine plus pH.

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 A Guide to School WASH Facilities Management, Operation and Maintenance

4.1.7 Water Conservation

Water conservation should focus on the needs and drivers for lowering water consumption,
maintaining water sustainability, overcoming future water shortages, and coping climate
change, and so on. It will be largely an educational process, through teaching the best
practices and drawing the attention of the students to consider the actions that can help to
resolve water shortage issues.

Schools use large amounts of water every day for drinking, hand and face washing, for use
in toilets, laboratories and outdoor playing fields and lawns. Options to conserve water for
these facilities include:

♦♦ Create awareness for staff and students on proper use of water supply and waste water
reuse.
♦♦ Proper and effective maintenance of the school WASH facilities that use water.

♦♦ Consider replacing old and leaking pipes, taps, and gate valves immediately.

♦♦ Efficient use of waste water and rainwater where applicable for gardening and
beautification of the school compound, and;
♦♦ Encourage the school community to participate in soil and water conservation activities
to protect the catchment and increase water recharge.

4.2 Management of Hygiene and Sanitation Facilities

Excreta disposal is a key aspect of the sanitation program in schools. Effective containment
and safe disposal of feces and urine is the primary aspect of waste management in schools.
The containment and disposal of feces is a primary barrier to disease transmission in
schools. Inadequate disposal could lead to contamination of the environment and pollution
of the ground and surface water.An “improved” sanitation facility is one that hygienically
separates human excreta from human contact. “Improved” facilities in a school setting
include flush/pour-flush toilets, ventilated improved pit (V.I.P) latrines, pit latrine with slab,
and composting toilets.“Unimproved” sanitation facility is one where human excreta is not
separated from human contact which includes: pit latrines without slab, hanging latrines,
bucket latrines, etc. (JMP definition, 2018)

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 A Guide to School WASH Facilities Management, Operation and Maintenance

4.2.1 Management of Composting VIP Latrine

A composting toilet is a sanitation technique that can convert excrement into a soil like
material which can then be safely disposed of in the environment after adequate time
has passed for composting. When school toilets are full, the pit is covered with soil and
abandoned. If the composting latrine is properly constructed and used, it is a sustainably
usable toilet can service three or four times of the life of other simple latrines. Human
waste is a valuable resource for soil conditioning and crop production but requires careful
management for its use.

In composting toilets, there are essential management practices to observe besides just using
toilets. This involves:

♦♦ Initially, a layer of absorbent material (sand and gravel) is put in the bottom of the pit
before use
♦♦ After each use, the feces are covered with ash (or lime, sawdust, shredded leaves or
vegetable matter) to deodorize the feces, soak-up excessive moisture, and improve
carbon/nitrogen ratio. This ensures that sufficient nitrogen is retained to make a good
fertilizer.
♦♦ The above-mentioned materials should be kept in a container with a cup in each
toilet room for use every time the toilet is used. The hired cleaners should take the
responsibility of adding these materials in to composting toilets.
♦♦ The school WASH club members can be assigned to supervise and oversee the proper
use of the toilet rooms.
♦♦ The school community (teachers, students, administration officers, supportive staff)
needs to be trained on how to manage composting toilets. This involves ensuring there
is a sufficient cover material available and using this properly in each toilet.
♦♦ When the first pit is three quarters full, it is filled with dry, powdered earth and sealed.
The contents are left untouched for at least two years for anaerobic decomposition. Then
it is available for use as fertilizer. The second pit is used until it is three quarters full.
♦♦ To produce high quality compost, the use of non-organic solid materials (example:
stones, plastics etc.) for anal cleaning should be avoided.

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 A Guide to School WASH Facilities Management, Operation and Maintenance

Fig 6: Compost dry pit Latrine section

Fig 6: Composting dry pit latrine section view.

4.2.1.1 Emptying the compost

There are challenges when removing and transporting the compost. One is the culture of the
people and second is the health risk. There is a need to know when exactly to empty the pit
to minimize the health risk. The other consideration is to plan a site where the compost is to
be used effectively and can have economic return. There is a need for the compost to mix
with the soil for effective impact. Trying to empty the pit before the recommended time (up
to two years) can have serious health and environmental consequences and this should be
avoided.

As dry pits are small, the most widely used method for emptying the compost is to scoop
manually using a shovel after two years of sealed (anaerobic) condition. The compost
is accessed through the manhole of the latrine. A light reinforced concrete cover slab is
removed to open the pit, allow a few hours for proper aeration and then access the compost.

4.2.2 Management of Flush Toilets

Most flush toilets have mechanical settings. It is a sealed latrine and consists of water
container or squatting pan with a steep bottom floor that facilitates the wash away of the
waste. Flush toilets are cleaned by the flow of water carrying the wastes in a closed pipe
drain directly into the pit underneath in the case of school WASH design. A water container
(called a cistern) is located above the seat. After use of the latrine, a hanging string is pulled,
and the cistern empties the water through the force of gravity and carries away the waste
which in the meantime washes the bowl clean for use again.

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 A Guide to School WASH Facilities Management, Operation and Maintenance

Fig 7: A janitor cleaning school toilet at Biruh Tesfa primary school, Addis Ababa @MoE
Oct. 2019

4.2.3 Management of ventilated improved pit (VIP) latrines

The VIP latrine is an improvement over the simple dry pit latrine which is a common latrine
option in many of rural schools of Ethiopia. The distinctive feature that gives the VIP latrine
its name is the vent pipe installed into the pit and the fly screen, which is used to exhaust the
foul odor from the pit and control flies. The principle is that a continuous flow of air comes
in through the superstructure enters the pit through the hole. This cold air will go down into
the pit displacing (pushing up) the hot smelly air upward through the vent pipe. The flies
attracted to the pit through the squat hole will try to escape by heading towards the strongest

light source, which comes from the vent pipe. A mesh (fly) screen tied at the top of the vent
pipe will prevent flies from escaping to the outside of the latrine. The flies exit is blocked by
the fly screen, so the flies eventually die and fall back into the pit.

The maintenance requirements are similar to the other improved dry pit latrines. In addition,
dead flies, spider webs, dust and debris should be removed from the ventilation pipe and fly
screen to ensure a good flow of air.

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 A Guide to School WASH Facilities Management, Operation and Maintenance

Fig 8: Raised Latrine section and elevations in Swampy and Rocky areas

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 A Guide to School WASH Facilities Management, Operation and Maintenance

4.2.3.1 Checklist for latrine operation and maintenance

Activity Tools Person
responsible
Daily
♦ Inspect the latrines, urinals, and hand washing Hand glove, Trained school
facility for its proper use. Check the tap for leakgarbage teachers and
and malfunctions collection WASH club
box, wire members for
♦ Monitor the proper use of the flush toilet and
brush, bucket, inspection and
ensure proper services
detergent, mop, monitoring.
♦ Collect papers and other solid wastes from latrine cloth, plastic
Hired and trained
and transport to a solid waste disposal pit or bag for waste
cleaners for
incinerator collection,
Cleaning.
♦ Clean and wash the latrine bowls, urinals metal grab.
and hand washing facilities with water and
detergents. Remove feces from each toilet bowl
and seat. Mop the floor, doors, handles, hand
rails, and wall (superstructure) of the toilets.
♦ Clean and wash the hand washing basin
♦ Check if there are sanitary pads dropped in each
sanitary disposal box, collect them and dispose
into an incinerator or into designated open pit
incinerator for solid waste disposal.
♦ Keep children away from playing around the
vent pipe as can damage the vent
Monthly
♦ Inspect the floor slab and foot rest, seat, s-trap, ♦ Cement, ♦ Skilled
slab cover for access to the pit and super sand, person from
structure, vent pipe and fly screen. water, woreda
nails, sector
♦ Perform small repairs such as lining the
and local offices and
cracks on the slabs and wall of the latrine with
building construction
cement
materials office
♦ For raised latrines: Inspect for leakage on the hand
♦ Contracted
sides of the raised pit (assess presence of wet glove,
SME
surfaces on the pit side and the surrounding shovel,
workers or
surface of the latrine). Assess for foul smell. hammer,
hired TVET
bucket
trained
person or
skilled
meson/
artesian

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 A Guide to School WASH Facilities Management, Operation and Maintenance

Activity Tools Person responsible

Every 3 months
♦ Train students on proper use of ♦ Water, detergent for Woreda sector
sanitation facilities and follow- cleaning, flip chart office experts,
up the changes in their sanitation for training the school teachers, WASH
practices and hygienic behaviors. children class room club members
for training and
♦ Repair the slab, foot rest, ♦ lecture, demonstration
monitoring.
seat, s-trap, service hole and and visits to the latrines
superstructure if there are damages. Contracted SME
♦ Cement, sand, water,
workers or hired
♦ Produce quarterly monitoring report nails, and local building
TVET trained
on school sanitation services. materials hand glove,
person or skilled
shovel, hammer, bucket
meson/artesian
Every 6 months
♦ Clean the fly screen and repair/ ♦ Long wooden stick/ Skilled technician-
replace damaged vent pipes and fly pole, towel, mesh wire, Woreda health,
screen brush, bucket, PVC and education
pipes experts, clus-
♦ Monitor the proper use of the
ter supervisors,
latrines and assess the changes in ♦ Paper, pen, checklist
HEWs, WASH
hygienic behavior of students on
♦ Cement, sand, gravel, club members and
latrine utilization.
nail, iron sheet teachers
♦ Repair the slabs, doors, handles,
hand rails, s-trap and superstructure
of the latrine

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 A Guide to School WASH Facilities Management, Operation and Maintenance

Activity Tools Person responsible

Yearly
♦ Make a planned and well financed repair and ♦ Cement, sand, School
maintenance of the roof, floor of the toilet rooms, gravel, water,
foot rest, seat, vent pipe, hand washing facility, nail, shovel,
doors, handles, handrail, ramp and cover slab for hammer,
the manhole and overall superstructure bucket, heavy
duty glove,
♦ For composting latrines and raised latrines: Insert
Stick and meter
a stick into the drop holes/pit and measure the
depth to the depth of the waste and check if the Cement, sand,
pit is full. water, bucket,
ash, soil or
♦ For composting latrines and raised latrines: If one
other organic
of the toilet pits is full (50 cm below the lower
materials,
side of the slab), transfer to the second drop hole.
shovel, meter,
Before closing, pour ash, soil or other organic
hammer
material into the drop hole. Remove the tile over
the hole and seal the hole air-tight
♦ For composting latrines and raised latrines: Open
the second or alternate drop hole in the same
toilet room and then build foot rest on the newly
opened drop hole put mortar around to fill the
space and allow the use of the second pit,
♦ For composting latrines and raised latrines:
Scoop compost with shovel after two years and
use on either school gardens or nearby farms
♦ For flush latrines: If the tanks are full, contact
municipality or other organizations for emptying
and record the date the tank was emptied.

4.2.4 Handwashing Facilities

A Global lessons learned, and best practices show that it is critical to provide hand-washing
facilities water and soap within five meters distance from school toilets. Hand washing
facilities in schools are normally in areas where school children tend to play. A lot of water
is in use and if there is no proper drainage, a pool of water often appears and needs to be
drained. If the pool is left for several days, it can become a vector for diseases like malaria
and diarrhea that affect small children.

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 A Guide to School WASH Facilities Management, Operation and Maintenance

Fig 9 on the Right-side A school girl practicing handwashing at Andegna Angacha primary
school SNNPR@ Meklit Mersha 2019 and on the left-side a hand washing facility from
Biruh Tesfa primary school, Addis Ababa @ MoE 2019.

4.2.4.1 Checklist for handwashing facilities operation and maintenance

Activity Tools Person

responsible
Daily
♦ Remove dust from all parts of the hand- Water, Trained school
washing facility by cleaning and mopping. detergent, hand teachers and
Clean the drainage of the hand washing facility gloves, bucket, WASH club
towel, wire members for
♦ Fill the water container designated for hand
brush, cloth inspection and
washing station (if there is no piped water in
for mopping, monitoring.
the school)
mask, goggle,
♦ Ensure there is soap available gown/overall
Hired and trained
♦ Check and monitor the proper functioning of Water faucets/
cleaners for
hand washing facilities (water faucets, soak taps
Cleaning.
away pits, drainage system) and repair/replace
Mini media
any non-functional parts
instruments and
♦ Provide hygiene education and promotion
IEC materials
(during flag ceremony and break time
on proper usage of WASH facilities and
handwashing at critical times through mini
media

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 A Guide to School WASH Facilities Management, Operation and Maintenance

Monthly
♦ Inspect once a month the overall Cement, sand, Director, teachers,
structure of the hand washing facilities water, nails, and and WASH club
(the wall, faucet, soak away pit, local building members
drainage system) materials hand
Contracted SME
glove, shovel,
♦ Perform small repairs such as lining workers or hired
hammer, bucket
the cracks on the slabs and wall of the TVET trained person
taps, pipes gate
latrine with cement or skilled meson/
valves
artesian
Every 3 months
♦ Train students on proper use of hand Water, detergent Woreda sector office
washing facilities and follow-up the for cleaning, flip experts, teachers,
changes in their sanitation practices chart for training WASH club members
and hygienic behaviors. the school children for training and
Class room lecture, monitoring.
♦ Repair the overall structure of the
demonstration and
hand- washing facility, if there are Contracted SME
visits to the latrines
damages. workers or hired
Cement, sand, TVET trained person
♦ Produce quarterly monitoring report on
water, nails, and or skilled meson/
school handwashing services.
local building artesian
materials hand
glove, shovel,
hammer, bucket
Every 6 months/yearly
♦ Monitor the proper use of the hand Paper, pen, Woreda health, and
washing station and assess the changes checklist Cement, education experts,
in hygienic behavior of students on sand, water, nails, cluster supervisors,
latrine utilization. and local building HEWs, WASH
materials hand club members and
♦ Repair the overall structure of the
glove, shovel, teachersSkilled
hand- washing facility, if there are
hammer, bucket technician
damages.
taps, pipes gate
♦ Provide hygiene education and valves
promotion during annual WASH
events on proper us- age of WASH
facilities and hand washing at critical
times through visual aids, posters,
leaflets and other means

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 A Guide to School WASH Facilities Management, Operation and Maintenance

4.2.5 Menstrual Hygiene Management (MHM) Facilities

The Menstrual Hygiene Management (MHM) block consists of four rooms: waiting,
counseling, resting and washing rooms. Keeping this facility clean requires regular cleaning
of each room, particularly the washing basin and the shower, and regular removal and
disposal of used sanitary pads. The used sanitary pads should be separately collected and
disposed.

Fig 10 MHM Block plan and elevation design

Adolescent girls need access to appropriate materials for the absorption of menstrual blood.
Hazardous waste like used sanitary pads have to be incinerated at the safe side of the school
compound. The used sanitary pads should be collected from the collection box in the MHM
room and latrine facility. The cleaners should frequently check, collect and transport the
used sanitary pads from the collection box to the incinerator.

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 A Guide to School WASH Facilities Management, Operation and Maintenance

Fig 10 MHM facility at Shone #1 primary school SNNPR and adolescent student taking
emergency pad from WASH club coordinator the same school.

At school level, it is very important to engage girls and boys in menstrual hygiene education
activities. School clubs (reproductive health, WASH, mini media (a unit or a section available
in most of the schools that is equipped with audio and sound system equipment and designated
to disseminate awareness and information to the school community using megaphone,
amplifier, tape player or CD player and by verbal announcement or entertainment), girls
club, one to five network, peer to peer etc.) and Girls Education Advisory Committees could
also be used as entry points. Schools offer opportunities to engage parents in menstrual
hygiene and can improve support for girls in school and out of school. Cluster supervisors
and teachers can also play very important roles of monitoring the implementation of safe
menstrual hygiene practices. (Source: FMoH Menstrual Hygiene Management in Ethiopia:
Policy and Implementation Guideline 2016). Educating boys (particularly from adolescence)
on the challenges and struggles girls face will help reduce teasing and mocking in schools.

Checklist for MHM related practice in the school

♦♦ Does the MHM building for menstruating girls have a changing room, washing basin,
washing lines for drying pads, soap and sanitary bin?
♦♦ Are MHM materials like pads, clothes underwear available throughout the school day?

♦♦ Are girls using the dedicated boxes attached to the facility to dispose of used sanitary
pads?

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 A Guide to School WASH Facilities Management, Operation and Maintenance

♦♦ Are there MHM promotional materials in the in the school?

♦♦ Do the cleaners incinerate the disposed sanitary pads regularly?

♦♦ Are there painkillers in the rest room?

♦♦ Are mattress and bed sheets available?

♦♦ Are there school clubs such as WASH/girls clubs, reproductive health clubs, mini media
which disseminate awareness and information on MHM to the school community?

4.2.5.1 Checklist for MHM facilities operation and maintenance

Activity Tools Person responsible
Daily
♦ Remove dust from all parts of the Water, detergent Hired and trained
rooms by cleaning and mopping the soap, hand glove, cleaners for
floor, table, chairs, shelves, doors bucket, towel, wire
cleaning.
and windows of the MHM block brush, mask, goggle,
gown/ overall.
♦ Clean and mop the floor and wall of
the rooms with water and detergent Sanitary pad for Trained school teachers/
emergency use, WASH club coordinator
♦ Clean the wash basin
for counselling and
water, detergent,
♦ Fill the water container in the wash MHM education.
towel, shelves,
room regularly (if there is no piped
mattresses, pillows,
water in the school) and avail soap
bed sheets, chairs,
♦ Monitor all rooms are clean, and tables, bucket, hand
have sufficient stock of emergency glove, wire brush
pads, soaps and painkillers
Plastic bag for
♦ Assign a counselor for the day waste collection,
♦ Check if there are sanitary pads hand glove, metal
dropped in each sanitary disposal grab, incinerator,
box, collect and dispose into a mask, goggle,
designated incinerator facility gown/overall

♦ Showgirls how to change their

sanitary pads in the designated safe
space including washing reusable
sanitary pads with water and soap
and drying for reuse

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 A Guide to School WASH Facilities Management, Operation and Maintenance

Activity Tools Person responsible

Weekly
♦ Clean bed sheets Water, detergents Hired and trained
cleaners for cleaning.
Monthly
♦ Inspect once a month by skilled Cement, gravel, Skilled person from
person the entire block; the floor, sand, water, hand woreda sector offices
wall, roof, sanitary pad disposal glove, meter, and woreda construction
box, wash rooms and the entire bucket (plastic office
superstructure of the block or other kind
Carpenter, Contracted
available), nail,
♦ perform small repairs such as lining SME workers or hired
pipe, taps etc.
the cracks on the wall, drainage pipe, TVET trained person or
non-functional taps, sanitary pad Graded gravels and skilled meson/ artesian
collection box, floor, windows and
sand Skilled person
doors
♦ Inspect the soak away pit
performance and make the
necessary adjustment to fully absorb
the wastewater from the MHM
block
Bi-annually and Annually
Once in a year make a planned and Cement, gravel, Carpenter, Contracted
well financed rehabilitation and sand, water, hand SME workers or hired
maintenance of the MHM wall, glove, meter, TVET trained person or
drainage pipe, non-functional taps, bucket (plastic skilled meson/ artesian
sanitary pad collection box, floor, or other kind
roof, windows, doors and the entire available), nail,
superstructure of the block. pipe, taps etc.

4.2.6 Management of Solid Waste

To properly handle solid waste generated in schools, attention needs to be given not only
to the health of students, but also the aesthetic value of the school and the potential it
has to contaminate the environment of the school and beyond. To attain this, the school
community, the school principal, teachers, administration staff, and students need to
understand school solid waste, how to clean and manage this, and who is responsible for
cleaning and monitoring.
The solid waste generated in schools consists of paper, dust, animal waste, food waste,
leaves, wooden items, metal scraps, cans, plastic bags and bottles, glass bottles, and old
batteries. There is a need to collect the solid waste and segregate it into non-hazardous and
hazardous waste.

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 A Guide to School WASH Facilities Management, Operation and Maintenance

The solid waste can be managed by:

♦♦ Onsite collection - waste bins (made of iron sheet, plastic, local materials eg. bamboo)

♦♦ Transport wheelbarrow, manually carried by locally made container to disposal site

♦♦ Burn using an incinerator. If not available, burn in a solid waste disposal pit.

♦♦ Disposal properly fenced solid waste disposal pit

4.2.7 Management of Incinerators

An incinerator is a unit or facility typically used to burn trash along with any other types
of waste until it is reduced to nothing but ash. Incineration is a waste treatment process
involving the combustion of organic substances that are contained in waste materials

Fig 11 Incinerator at Lakole primary school SNNPR @ Meklit Mersha Oct 2019

Safety precautions during incineration:

♦♦ When burning waste, a trained operator must be in constant attendance

♦♦ Proper operation is critical to achieving the desired combustion conditions and emissions.
There needs to be appropriate start-up and cool-down procedures, maintenance of a
minimum temperature, use of appropriate loading/charging rates (both fuel and waste),
and proper disposal of ash
♦♦ Maintain operator safety through correct training and equipment. Avoid any contact by
unauthorized persons
♦♦ Allocate sufficient funds for operation and maintenance (see section on resources for
WASH facilities)

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 A Guide to School WASH Facilities Management, Operation and Maintenance

The main wastes in schools which needs to be incinerated are sanitary pads. Waste from
disposable sanitary pads may be treated and waste loads reduced with the use of incinerators.
Incineration requires careful management of appliances to ensure complete combustion
and pathogen destruction, safe operational temperatures, safe installation and controlled
emissions or there will be human and environmental risks. Incineration is an approach found
in many settings for managing menstrual waste in institutional and shared public settings,
though it has its own environmental risks and cultural considerations.

4.2.7.1 Checklist for incinerator operation and maintenance

Activity Tools Person responsible

Daily
♦ Proper transportation and disposal of Waste Hired and trained cleaners
wastes in the incinerator (zero waste collection bag,
left over on the way and surrounding sanitary pad
the incinerator) collection bag,
waste bin,
♦ Monitor the proper combustion of
mask, goggle,
waste materials inside the incinerator
gown/overall
(if there are remaining unburnt waste,
burn it again until all waste is turned Ash collection
to ash) chamber,
mask, goggle,
♦ Proper collection and disposal of the
gown/overall
ash from the incinerator to a solid
waste disposal pit.
♦ Monitor the proper functioning of
all parts of the incinerator (cover,
chimney and ash collection chamber)
Monthly
♦ Inspect the entire structure of the Skilled person from woreda
incinerator (cover, wall, chimney health offices and woreda
etc.) construction office
♦ Perform small repairs such as lining Contracted SME workers or
the cracks on the wall, cover, and hired TVET trained person
damaged chimney or skilled meson/artesian
Yearly
♦ Make a planned and well financed Cement, Carpenter, Contracted SME
rehabilitation and maintenance of the gravel, sand, workers or hired TVET
entire structure of the incinerator water, hand trained person or skilled
glove, bucket meson/artesian

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4.2.8 Management of Wastewater

The management of waste water includes collection, reuse and safe disposal of waste
water in the school. Waste water in schools will be classified into gray water and black
water Gray water is defined as untreated wastewater that is not contaminated by feces. It is
generated in schools from the hand washing basins, drinking water stations, kitchen basins,
dishwashers and showers. However, black water is a wastewater that contains feces, urine
and wastes generated from MHM basins. Proper and safe management of school toilets is
therefore fundamental to reduce the school community’s exposure to harmful black water
contamination.

Most schools encounter water shortages for use in WASH facilities and for environmental
uses such as planting trees while gray water in schools is left to waste. Gray water has
not been widely recognized as a beneficial resource, and the practice is less known and
implemented.

Gray water re-use for multiple purposes is one less costly and readily available option,
and gray water collection system must be included as one aspect of the waste management
plan in schools. Waste water from drinking fountain and hand washing facilities should
be diverted and stored for use in gardening and greening the environment and cleaning
and flushing toilets. Safely harnessing wastewater and subjecting it to low level treatment
for food production can offer significant benefits in terms educating school children on
gardening and providing additional money to the school.

The biggest challenge to these multiple use ideas is fear of “ germs” and related
health impacts. It is essential to treat gray water before use for crop production and reuse for
cleaning and flushing toilets in schools.

All waste water from drinking fountains & hand washing facilities should be
collected in underground storage facility at location away from class rooms, water supply
sources and from children playing grounds so that it does not create nuisance and health
problems to the school community. Waste water removal and the facilities used are presented
in the Design and Construction Manual for School WASH.

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 A Guide to School WASH Facilities Management, Operation and Maintenance

4.2.9 Management of Chemical Wastes from school laboratories

Chemical wastes from laboratories will be treated as hazardous wastes and will be collected
using protective clothing and equipment to transport and dispose the waste into a designated
facility (burial or incineration).

4.3 Personal protective equipment and tools needed for cleaners

and technicians

The following personal protective items are needed:

♦♦ Heavy duty gloves

♦♦ Mop, broom and cleaning cloth
♦♦ Goggles (eye protection)
♦♦ Wash bucket
♦♦ Gown/overalls
♦♦ Mask for dust particles
♦♦ Rubber boots/shoes
♦♦ Detergents for cleaning

♦♦ Toilet brushes

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 A Guide to School WASH Facilities Management, Operation and Maintenance

Table 2: an estimated cost for operation, maintenance and management of school WASH facilities.

Activity Description Unit of Quantity Estimated

measurement cost (USD)
Hand dug well (head Number 1 hand dug
work, full set hand dug well
2,000
well: PVC, suction
pipe, foot valve, hand
valve u-seal etc.)
Shallow well (head Number 1 shallow 2,500
work, full set hand well
pump: PVC, suction
pipe, foot valve, hand
valve etc.)
On spot spring Number 1 On spot 2,000
(retaining well,
spring
manhole for inspection
& clearance, faucet
and pipe etc.)
Roof/water harvesting Number 1 Roof/water 2,000
(gutter, dawn pipe,
harvesting
faucet, collection
chamber)
Latrine (roof, door, Number 1 latrine 2,000
vent pipe, faucet and
etc.)
MHM block (mattress, Number 1 MHM block 2,000
bed sheet furniture,
faucet, shower tray,
Sanitary pad collection
box
Hand washing station Number 1 Hand
(faucet, pipeline, washing
1,000
fountain etc.) station
Incinerator Number 1 Incinerator 1,000
Operation Care taker salary Number Care taker 100/month
Cleaning materials Number 1 school 200/year
Tools Number 1 school 1000
Soap Number 1 school 1000/Year
Toilet paper Number 1 school 1500/Year
Recurrent Sanitary pads for Number 1 school 3000/Year
emergency cases

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 A Guide to School WASH Facilities Management, Operation and Maintenance

5. Role and Responsibilities of Stakeholders in Management of

School WASH Facilities

Stakeholder Roles and responsibilities

Federal ♦ Create awareness and an enabling environment for the advancement
Ministry of of the school WASH program among relevant stakeholders
Education
♦ Organize familiarization workshops on school WASH design and
construction and management manuals to WASH sector ministries,
bureaus, and relevant stakeholders
♦ Ensure the proper utilization of the school WASH design, construction
and management manuals by all stakeholders engaged in school
WASH programs
♦ Provide trainers of training and guidance to regional education
bureaus and relevant stake holders on school WASH
♦ Provide technical support to the regional education bureaus and other
sectors during the cascading training related to school WASH design
and construction and management manuals.
♦ Establish and follow a robust school WASH monitoring and
evaluation system, both the hardware and software activities of
school WASH, in collaboration with key stakeholders
Regional ♦ Support in soliciting funds from government and external
Education development partners for school WASH improvements
bureau
♦ Ensure all guidelines and manuals are applied accordingly
♦ The regional sector offices (Regional Health Bureau and Regional
Water Bureau) should
♦ provide guidance on repair and maintenance of WASH facilities
♦ Staff should conduct monitoring on the conditions of school facilities
on a regular basis
♦ Provide cascading training to zonal and woreda education offices on
the School WASH
♦ Management Manual

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 A Guide to School WASH Facilities Management, Operation and Maintenance

Stakeholder Roles and responsibilities

Zonal/Woreda ♦ The Zonal/woreda sector offices should provide guidance on the
Level sector operation, maintenance and overall management of school WASH
offices facilities
♦ Zonal and woreda sector offices should provide integrated support
and supervision for school WASH facilities on a regular basis,
♦ Support in soliciting funds from external development partners
♦ Organize and provide school WASH capacity building and
promotion activities
♦ Ensure all guidelines, design and construction and management
manuals are followed
♦ The woreda water and health offices conduct regular water quality
test and take remedial actions
♦ Arrange woreda level experience sharing in best performing schools
and scale-up the best experiences
♦ Celebrate WASH related events (hand washing day, MHM day and
toilet day)
School Cluster ♦ Ensure and support all schools to have proper school WASH plans
Supervisors for school WASH management
♦ Ensure the availability of plans and implementation of school
hygiene promotion regularly
♦ Coordinate and provide technical support for schools and School
WASH Clubs
♦ Facilitate experience sharing among the clustered schools and
beyond
♦ Liaise with relevant stakeholders in the delivery of school WASH
services
♦ Develop and enforce rules and procedures pertinent to WASH
services

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 A Guide to School WASH Facilities Management, Operation and Maintenance

Stakeholder Roles and responsibilities

School Principal ♦ Liaise with Woreda/Town, Parent Teachers and Students
/ Directors Associations (PTSAs) and other stakeholders for the proper
implementation of School WASH Program
♦ Lead and develop a detailed work plan for school WASH
activities each term in collaboration with the school WASH club
coordinators and PTSA
♦ Monitor the day to day operation and condition of the school
WASH facilities and student hygiene and take timely actions to
rectify any issues
♦ Organize different WASH events at school level (global hand
washing day, MHM day and toilet day)
♦ Create an enabling environment for teachers, school WASH clubs
and staff to achieve targets set for each school year in school
WASH facilities management
♦ Work in collaboration with woreda WASH sector offices (health,
education, water and construction offices) for technical support in
capacity building in terms of behavioral change, and monitoring
quality construction and management of WASH facilities.
Parent ♦ Monitor regularly the conditions of the facilities and conduct
Teachers discussion with school administrations/management
and Students ♦ Advocate locally for improvement in the management and financing
Associations of the facilities;
(PTSAs)
♦ Allocate budget and monitor proper utilization of budget and timely
maintenance of services of school WASH facilities
♦ Ensure the adequate inclusion of school WASH in the school
development plan
♦ Ensure all the school WASH facilities are providing service to the
school community
♦ Participate in different school WASH events like handwashing, toilet
day and MHM days
♦ Mobilize resource needed for school WASH facilities and services

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 A Guide to School WASH Facilities Management, Operation and Maintenance

Stakeholder Roles and responsibilities

Parent Teachers ♦ Monitor regularly the conditions of the facilities and conduct
and Students discussion with school administrations/management
Associations
♦ Advocate locally for improvement in the management and
(PTSAs)
financing of the facilities;
♦ Allocate budget and monitor proper utilization of budget and timely
maintenance of services of school WASH facilities
♦ Ensure the adequate inclusion of school WASH in the school
development plan
♦ Ensure all the school WASH facilities are providing service to the
school community
♦ Participate in different school WASH events like handwashing,
toilet day and MHM days
♦ Mobilize resource needed for school WASH facilities and services
Teachers ♦ Monitor the state and use of WASH facilities daily
♦ Motivate school children to adopt appropriate behavioral changes
on proper utilization and management of WASH facilities
♦ Provide hygiene education
♦ Integrate school WASH messages into classroom teaching and
other class activities
♦ Supervise and monitor students in the use of school WASH
facilities
♦ Ensure hand washing with soap at critical times and menstrual
hygiene management is practiced by students
♦ When on duty, regularly check the hygiene of pupils and school
WASH facilities
School WASH ♦ Lead the development of detailed work plans for school WASH
club coordinator
♦ Facilitate and monitor the planning and execution of school WASH
club activities such as mini media, talks, quizzes and competitions
♦ Supervise and monitor students on proper use of school WASH
facilities (water supply, MHM, hand washing with soap at critical
times)
♦ Report the status of the school WASH facilities to school directors
Parents ♦ Encourage children to comply with procedures for use and care of
school WASH facilities
♦ Contribute to the financing of school WASH facilities and services
♦ Support from school administration with upkeep of school WASH
facilities when requested

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 A Guide to School WASH Facilities Management, Operation and Maintenance

Stakeholder Roles and responsibilities

Students ♦ Understand how to use the school water supply and toilets and use
these correctly and with respect.
♦ Participate in designing school WASH activities
♦ Help care for the school WASH facilities and alert teachers when
there is no water or soap.
♦ Wash hands and role model good hand washing and hygiene
behavior
♦ Keep the school environment clean and throw waste in the bin.
♦ Monitor open defecation practice in the school compound

6. Monitoring of WASH Facilities

Monitoring school WASH facilities and services involves checking the functionality,
quality and improvement of WASH services and hygiene practices over time and identifying
potential problems early to prepare action plans to improve service. A simple monitoring
checklist completed periodically (every quarter, bi-annually or annually) can help school
principals, administrators, teachers and school WASH club members track the ongoing
quality and functionality of their WASH systems. During monitoring, data (both qualitative
and quantitative) is collected and reported both formally and informally.

6.1 Why monitor WASH in schools?

Relevant information on the status of WASH in schools and the progress of ongoing programs
is critical for governments and partners. Adequate and timely information could help identify
the scale of problems, engage in evidence-based advocacy, assess progress, or learn from
successes and mistakes. Without adequate monitoring information, it is impossible to reach
the goal of adequate WASH in all schools.

More comprehensive data, such as the number, quality, and functionality of water and
sanitation systems and the existence of hygiene education programs is essential. This type
of data is critically important for the design and management and the ultimate success of a
WASH in schools program.

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 A Guide to School WASH Facilities Management, Operation and Maintenance

6.1.1 Essential steps in monitoring

Monitoring is carried out by government offices at the school, woreda, zone, regional and
federal levels. The following are the basic steps that should be followed while monitoring
school WASH activities and their management.

♦♦ Decide on what should be monitored (set objectives for monitoring)

♦♦ Determine members of the monitoring team. Make sure this includes both men and
women, girls and boys. (Monitoring at school level involves: School management
WASH club members and teachers).
♦♦ Develop a simple monitoring checklist looking at water supply, sanitation, solid and
liquid waste disposal and hygiene practices

♦♦ Teach the monitoring team how to use the checklist to gather consistent data

♦♦ Conduct field data gathering. Observe the water supply structure, the toilet facilities,
the MHM room and supplies, and ask students and teachers about if they have enough
water and how they wash their hands and go to the toilet
♦♦ Analyze the data collected and summarize findings

♦♦ Develop action plans based on the findings to improve the WASH facilities

♦♦ Communicate findings and actions to the teachers, students, school administration

parents, and other relevant administrative bodies through a short presentation or written
report.

6.1.2 Monitoring guide for school WASH facilities

Monitoring and evaluation of WASH in schools is aimed at generating evidence on success,

lessons learned and to provide reliable information to policy makers, program managers
and other relevant stakeholders to further strengthen WASH in schools. While access
to water and sanitation facilities is an important basic need, it is equally important that
improved water and sanitation facilities and effective hygiene promotion is ensured in the
lives of school children. Therefore, evaluation attempts to examine, both systematically and
objectively, the relevance, effectiveness, efficiency, sustainability and impact of WASH in
schools’ programs. This data is collected at school level and will be used by government
sectors and other relevant WASH stakeholders.

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 A Guide to School WASH Facilities Management, Operation and Maintenance

6.1.2.1 Monitoring check list for school WASH facilities

Part 1- School information

1.1 Region......................

1.2 Zone..........................

1.3 Woreda...................... Kebele....................

1.4 Name of school...................................

1.5 School level- pre-primary……..1-4……5-8 …….9-12

1.6 Setting : rural………. urban…………

1.7 School type (day school/boarding school/other specify………….)

1.8 Student population (boys.................girls........... total............)

1.9 Students with disabilities (boys.............girls........... total.............)

1.10 Teachers (male......... female............ total..............)

1.11 School ownership (government/private/missionary/religion/other specify ………)

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Part 2- Water supply

2.1 What is the main source of water for the school?

Piped water
Protected well
Protected spring
Rainwater/roof catchment
Unprotected well
Unprotected spring
Tanker-trucks
Surface water (lake, river, pond, canals)
No water supply at the school

2.2. In the previous two weeks, was drinking water from the main source available at

the school throughout each school day? Yes…….. No……..

2.3. Is drinking water from the main source typically available throughout the school

year?

Yes (always) Mostly…… (Unavailable 30 day’s total)…….. No (unavailable > 30

days total)……….

2.4. Is the water point accessible for disabled boys and girls? Yes……..No……..

2.5. Is drinking water accessible to the smallest children at the school? (applicable for

pre-school and primary 1-4) Yes…….. No……..

2.6. How many drinking water points are at the school? Number…………….

2.7. What type of water treatment method is the school used make it safe to

drink?

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 A Guide to School WASH Facilities Management, Operation and Maintenance

Filtration……Boiling……Chlorination………Ultraviolet disinfection…….Other……..No treatment…..

2.8 Is the water supply facility functional? Yes……….. No………

2.9. For what purpose do you use the water?

Drinking............. Gardening ............. Hand washing .............

MHM Cleaning ............. Other specify …....…

Part 3- Sanitation facilities

3.1 Is there a latrine in the school? Yes No

3.2 If yes, what type of latrine?

♦♦ Flush/pour-flush toilet

♦♦ Ventilated improved pit latrine

♦♦ Composting toilet

♦♦ Unimproved pit latrine

3.3 Are the latrine blocks separate for girls and boys? Yes……No…….

3.4 How many sex segregated latrine cubicles (seats) does the school have? (Insert number)

♦♦ Exclusively for boys................

♦♦ Exclusively for girls...................

♦♦ Communal latrine (anyone can use) .................

♦♦ Exclusively for teachers.......................

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 A Guide to School WASH Facilities Management, Operation and Maintenance

3.5 Is there a toilet accessible for students with disability? Yes……No…….

3.6 Is the latrine accessible to the smallest children at the school (Applicable for pre-school

and primary 1-4)? Yes……No……..

3.7 In the previous two weeks, was the latrine provide service each school day? Yes…….

No…..

Part 4- Hygiene practice and education

4.1 . Was WASH training provided to the school community this year? Yes……No….. If

“Yes”, for whom?

PTA……Director……Teachers…… WASH club……. Students……. Parents………..

4.2 Is there a hand washing facility in the school? Yes……No…….

Note- The hand washing facility could be using running water, such as a sink with tap,

water tank with tap, bucket with tap, tippy tap or another similar device

4.3 Are both water and soap (other substitute) available for hand washing?

Soap/substitute and water

Water but no soap/substitute

No soap/substitute or water

4.4 Do students wash their hands after visiting latrine? Yes……..No…….

4.5 Are there hand washing facilities accessible to those with disability? Yes……..

No…….

4.6 How many hand washing facilities are located at the school? Total number of

taps:

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 A Guide to School WASH Facilities Management, Operation and Maintenance

4.7 Do the students defecate/urinate out of the latrine in the school compound?

Yes……..No…….

4.8 Does the school have a separate menstrual hygiene management room? Yes……..

No…….

4.9 Are there emergency sanitary pads available for adolescent students?

Yes……..No…….

4.10 Is there an established school WASH club? Yes No (insert number of .……

boys.……girls)

4.11 How many WASH awareness sessions has the club run this year?

0…….1-2…….3-4…….5-6………..6+…….

4.12. Do health professionals come to school to promote hygiene? Yes…….No…….If

yes, how frequently..............

4.13. Is there an awareness creation program at the school about MHM? Yes…….

No…….Yes No If “Yes” please describe.................

Part 5- Management of WASH facilities (These questions will be replied by the school

director or WASH club leader)

5.1 Is there an assigned management body for the school WASH facilities?

Yes…….No…….

5.2 How many times per week are the latrines cleaned? Daily……2-4 days per

week ……….Once a week…………

5.3 Is there a disposal mechanism for menstrual hygiene waste in the school?

Yes…….No…….If yes, please describe………………

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 A Guide to School WASH Facilities Management, Operation and Maintenance

5.4 Is there an incinerator for disposal of hazardous waste? Yes…….

No…….

5.5 Have you allocated budget for operation and maintenance? Yes…….

No…….If yes, how much and what is the source of budget?................................

5.6 Who provides technical support for the maintenance of school WASH facilities?

Describe……………

5.7 What challenges do you face regarding the management and maintenance of

WASH facilities? Describe:

5.8 Does the school carry out periodic school premise cleaning program? Yes No If

“Yes” how frequent?......................

5.9 How is solid waste (garbage) from the school disposed of?

Collected by local waste management system

Burned on premises

Buried and covered on premises

Openly dumped on premises

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 A Guide to School WASH Facilities Management, Operation and Maintenance

7 Bibliography and References

1. Brikke, F. 2000. Operation and maintenance of rural water supply and sanitation
systems. A training package for managers and planners. IRC publication for WHO.
Geneva, Switzerland. 2000.
2. FDRE/MoH, 2007. Guidelines for the Management of Water, Sanitation and Hygiene
Education in Primary Schools, November 2007, Addis Ababa, Ethiopia
3. FDRE/MoE, 2017. National School Water, sanitation and hygiene (SWASH) strategy
and strategic action plan. October 2017. Addis Abeba, Ethiopia.
4. FDRE/MoE, 2017. National School Water, sanitation and hygiene (SWASH)
Implementation guideline. October 2017. Addis Abeba, Ethiopia.
5. FDRE/MoH, 2016. Menstrual Hygiene Management in Ethiopia. An Inter-sectorial
issue: Policy an Implementation Guideline: FMOH, MHM Policy and Implementation
Guideline
6. UN. 2015. Sustainable Development Goals. UN convention. 2015.
7. MoWIE, 2013. Operation and maintenance manual for urban water utilities. March
2013. Addis Ababa, Ethiopia
8. Water Aid, UNICEF and WSUP, 2018. Female-friendly public and community toilets:
a guide for planners and decision makers.
9. FDRE, MoH, 2007. The School Water Supply, Sanitation and hygiene Education
Situation in Ethiopia (School WASH). Department of Hygiene and Environmental
Health. Addis Ababa, Ethiopia
10.UNICEF, 2012. Water, Sanitation and Hygiene (WASH) in Schools. New York.
Available at: https://www.unicef.org/publications/files/CFS_WASH_E_web.pdf
11. ESA, 2019. Drinking water other than any packaged water specification compulsory
Ethiopian Standard CES 58.
12. WHO and UNICEF JMP, 2018. Core questions and indicators for monitoring WASH
in schools in the Sustainable Development Goals.

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Annex 2: Recommended hand pump operation and maintenance services to manage the
water supply facility

Activity Frequency Manpower required Materials & Tools and

spare parts equipment
needed needed
Check and Monthly Skilled person - Broom, brush
clean pump
Check Monthly Skilled person or Handle Spanner
pump stand trained student or
Nuts and
accessible teacher
bolts
parts
Bearings
Grease Weekly Trained person Grease or oil Lubricator
bearings
Clean site Daily Hired locals or Broom, brush
of the pump students
Replace When crack is A trained Nuts and Spanners, screw
pump stand observed technician bolts, driver
parts bearings,
Replace Annually Skilled person or Cup seals Spanners,
cup seals or every six trained student or wrench,
months teacher
knife,
screwdriver etc.
Replace Occasionally Skilled person or Foot valve, Spanners,
foot valve, and as needed trained student or plunger or wrench
plunger or based on test teacher cylinder
cylinder
Replace Occasional Skilled person or Pump rods or Spanners,
pump rod and as needed trained student or wrench, pipe
main tubing
based on test teacher threading device
Repair Annually Skilled person or Gravel sand, Bucket, trowel
platform trained student or
cement
teacher

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 A Guide to School WASH Facilities Management, Operation and Maintenance

Facilities Facilities Routine Preventive Major

maintenance maintenance maintenance
Latrine Block
Concrete slab
Wall (partition wall)
Drop holes
Septic tank
Manholes
School Sanitation facilities

Privacy wall
Hand washing
facilities
Waste collection box
Water storage
MHM facilities
Incinerators

51